OmniDocHow to batch convert Excel to PDF files
There are several Excel forms on hand to be converted to PDF. It is too slow to save them one by one. According to the three conditions of "whether to merge, whether to contain sensitive data and how many files", this paper explains the general method of batch conversion, the check items before export, and how to check the number of pages, numbers and formats after conversion.
Key points of this article
-each form is delivered separately for batch export. You need to merge it into a single piece of material and then export it and then merge it. Do not mix the two. -unify the print area, paper orientation and scaling before conversion, otherwise the number of pages and layout of multiple PDF will be uneven. -forms containing salary and customer information should not be uploaded to unknown online conversion websites, but should be completed locally. -after batch export, you can not only look at the number of files, but also check the number of pages, truncated columns, key numbers and Chinese fonts.
If you have more than a dozen Excel documents on hand, such as monthly sales reports, inventory tables of various stores, or budget tables of several departments, you need to send them to others, and one by one opening and saving as PDF will soon become repetitive work. People who search for "Excel batch to PDF" usually want to know three things: whether they can process more than one file at a time, how to organize the results, and where they are easy to make mistakes in the middle.
This article is written for office workers, finance and students who deal with forms regularly. It does not rely on a fixed batch function, but talks about several common practices: first group by delivery method, unify the export settings, and then decide whether to output in batches or merge into one. After reading this, you will be able to decide which method you should use, and you will also know what to check before handing it over.
# how to convert multiple Excel to PDF? Conclusion in a word
If multiple forms are to be merged into one material, it is usually safer to export them one by one and then merge them; if each form is delivered separately, it will save time to use macro or online batch conversion. The key to judge is the method of delivery and whether the document is sensitive.
| Your situation. | Recommended practice | Reason |
|---|---|---|
| Less than 5 files, only do it once in a while | Save as PDF one by one | No need to learn new methods, mistakes are easy to spot |
| There are so many documents that each should be delivered separately. | Put it into the same folder and use macro loop to export | Completed in one run, and the file name can correspond to the original table |
| There are many files and they need to be merged into one material | Export one by one, then merge with PDF page operation | The page order is controllable, making it easy to check page numbers one by one. |
| The file contains sensitive data such as salary, customer and so on. | Use only the local method | Online conversion will transfer the file to the website |
| The file is not big or sensitive, I just want it to be completed quickly | Online conversion website batch upload | Few operations, but pay attention to watermark and layout changes |
Before you start: Confirm these points first
Taking a few minutes to check before starting can avoid rework after the transfer is completed.
- Confirm the printing area of each table. The default exported range by Excel may include blank columns or distant cells, causing the number of pages to suddenly increase. During batch operations, adjustments will not be made one by one, so you need to clean up excess areas or set the printing area first.
- Unified page settings. The paper orientation, scaling ratio and page margins are inconsistent. The merged PDF will be wide and narrow, making the reading experience very poor. It is recommended to set the same settings for the same batch of files.
- Check for sensitive content. Do not upload salary, ID number, customer contact information, etc. to unfamiliar websites at will. Review the online tool's privacy statement and confirm file size limits and whether a watermark will be added.
- Unify file naming and order. Add a serial number prefix to the file, such as "01_January.xlsx". In this way, the files and merge order after batch export are stable and will not be disrupted.
- Update formula results. If there are formulas or external references in the table, recalculate them before exporting. Otherwise old numbers may appear on the PDF.
Steps to use macros to batch export Excel files in a folder to PDF
The following method applies to computers that have desktop office software and support macros. Its core is to have the program open each table in the folder in turn and export it to PDF one by one.
- organize folders. put the .xlsx files that need to be converted into the same folder and name them uniformly according to the previous rules.
- make a backup first. copy the file to another working folder and then operate to avoid miscorrecting the original table by macros.
- Open the VBA editor and create a new module. enable the development tool in Excel, enter the VBA editor, and insert a new module. The purpose of this step is to put in the loop code.
- write the code exported by the loop. the code should do three things: iterate through the Excel files in the specified folder, export to PDF one by one, and save to the output folder. If you are not familiar with the code, you can describe your folder structure to the general chatbot and let it generate a draft, but read it yourself before running it.
- change your path. * replace the input folder and output folder in the code with your actual path, and make sure the output folder already exists.
- try to transfer with two or three files. first test a small number of files to check whether the number of pages, layout and file name are correct, and then convert them all.
- run at full capacity and wait for completion. do not close the form or manually change the file during the operation, and do not check it until the program prompt is over.
- when you need to merge, use the PDF page of the OmniDoc desktop client. Open the PDF editor, use the merge feature, add the newly exported file by serial number, and export it to a PDF.
Macros from unknown sources may be risky, so don't run code sent by others at will.
# check item by item after completion
Batch conversion can not only watch "run out", each output should be spot-checked.
| Check item | What do you think? | What if there's a problem? |
|---|---|---|
| Number of Fil | Whether the number of PDF is the same as the number of source files | Find out the missing file and check if it is occupied or if an error is reported in the middle of the macro |
| Number of pages | See if each PDF has an unusually large number of pages. | Re-export after adjusting the print area or scale |
| Whether the form is truncated | Check whether the columns and rows on the right and bottom are complete | Change to landscape, or decrease the zoom factor |
| Numbers and formula results | Compare several key figures and totals | Go back to Excel and recalculate before exporting |
| Chinese and fonts | See if the box appears or the font is replaced | Install the corresponding font, or replace it with a generic font and re-export |
| Merged order and page number | Look at the demarcation points of each document | Adjust the serial number and remerge |
Machine translation or OCR processing should also check important numbers and proper nouns, not as final.
# Core comparison
Each of the three common practices has its own application scenarios.
| Method | An appropriate situation | Main risk |
|---|---|---|
| Save as PDF one by one | There are few documents and need to be confirmed one by one. | Files are time-consuming and easy to miss |
| Macro loop export | There are many files, all in the same folder. | Basic settings are required, and macro sources should be reliable. |
| Online conversion website batch upload | The files are insensitive, medium in number, and only want to finish quickly. | Privacy risks, there may be size restrictions and watermarks |
# frequently asked questions (FAQ)
1. Will the border and background color of the table be lost after batch conversion?
The basic formatting of the cell is usually retained, but the result depends on the export settings and the method used. Open several files after export, focusing on whether the border, background color, and merged cells are normal.
2. Can the online conversion website be used to transfer the payroll?
It's not recommended. Documents such as salary and identity information should be processed locally. Before using online tools, look at the privacy instructions, file size restrictions, and whether watermarks will be added.
3. What if you only want to convert some worksheets in an Excel?
You can save the desired worksheet as a new file before converting it. This does not export the rest of the content.
4. There are a lot of files, and the computer conversion is very stuck. How to deal with it?
Batch processing, control within dozens of batches, and close other large programs that take up memory. It is also easier to check the results of each batch after batching.
5. English version is required after conversion, should it be translated first or transferred to PDF first?
It is recommended to translate first and then transfer to PDF. OmniDoc supports the translation of .xlsx documents, you can choose bilingual control or translation only, and then export according to the above process. The numbers, proper nouns and formulas in the translation should be checked item by item.
# Summary
The key to the batch transfer of Excel to PDF is to determine the delivery mode: batch export after individual delivery, export and then merge into one. Uniform setting before conversion, and checking the number of pages, numbers and fonts item by item after conversion can avoid most rework.
